Third Party Leave Administrator
Closed State & local contract opportunity Posted
- Solicitation number
- RFP 745-26-P01
- State
- Texas
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
- 94131800 Movements
- 94131801 Gay or lesbian or bisexual or transgender movements
- 81162307 Human resource management process as a service
- 94131803 Women liberation movements
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- 94131805 Ethnic minorities cultural preservation services
- 94131804 Fraternal associations
- 80111700 Personnel recruitment
- 80101511 Human resources consulting service
- 94131802 Anti racism movements
Opportunity details come from uthscsa.bonfirehub.com. Updated .
About this opportunity
The University of Texas Health Science Center at San Antonio (UTHSA) is seeking a Third Party Leave Administrator through Request for Proposal (RFP) No. 745-26-P01 to support its growing workforce of approximately 8,500 employees. The procurement aims to secure a vendor to administer comprehensive medical and non-medical leave services, including Family Medical Leave Act (FMLA), Military Leave, Worker's Compensation, Short-Term/Long-Term Disability, Parental Leave, Paid Family Leave, and ADA Accommodation requests. Key objectives include creating a seamless user experience, reducing administrative tracking burdens, and ensuring compliance with legal requirements while maintaining UTHSA's final decision-making authority. Proposers must demonstrate at least three years of continuous leave administration experience and will be evaluated on criteria including cost, service quality, reputation, ability to meet university needs, and past relationship. The solicitation was issued on July 29, 2025, with questions closing on September 2, 2025, at 3:00 PM CST and final proposals due on September 16, 2025, at 3:00 PM CST through the Euna Procurement Portal.
The procurement includes a Historically Underutilized Businesses (HUB) Subcontracting Plan with a 26% HUB participation goal, requiring proposers to demonstrate good faith efforts in subcontracting with Texas-certified HUB vendors. Proposers must complete comprehensive documentation, including an Information Security Initial Security Posture Assessment, TX-RAMP cloud computing certification compliance, and a Policy Driven Adoption for Accessibility (PDAA) self-assessment. The initial contract term is three years with options for two additional one-year renewals. While the RFP does not specify a precise award value, it emphasizes that UTHSA does not guarantee any specific compensation or service volume. The solicitation requires vendors to have robust information security practices, HIPAA compliance capabilities, and the ability to handle sensitive employee data. Potential vendors must also comply with multiple state-specific certifications, including non-discrimination policies and various ethical standards. The university reserves the right to award the contract to the most advantageous proposal and may invite select vendors for presentations after an initial evaluation.
Opportunity text
The University (UTHSA) has approximately 8,500 employees and growing, both in and outside of the State of Texas. Accordingly, UTHSA needs additional resources to address the increase in requests for medical and non-medical leaves of absence and ADA accommodations. The objective of this Request for Proposal is to secure a vendor that will assist in the administration of medical and non-medical leaves of absence, to include leave provided under the Family Medical Leave Act, as well as other leave types such as Military Leave, Worker Compensation, Short-Term/Long-Term Disability, Parental Leave, Paid Family Leave provisions, and Leave Without Pay as well as assistance with ADA Accommodation requests. The goal is to provide a seamless user-experience for our staff in compliance with all legal requirements. UTHSA will remain the authority on final decisions with respect to grievance s, requests for usage of Extended Illness Bank donations or other paid components, determinations of operational impact and/or whether an accommodation under the ADA is reasonable. The selected vendor will ensure a process that is consistent and reduces the need for the Office of Human Resources, as well as departments, to track and monitor leave usage. The vendor will also ensure adherence to time periods for responding and obtaining needed medical certifications. No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.
Files
| File | Type | Posted |
|---|---|---|
| 12-01 RFP 745-26-P01.pdf | ||
| 3-S06 Pricing and Delivery Schedule 0525.pdf | ||
| 6-A04 ISPA 07.pdf | ||
| 13-Question Clarification 1.pdf | ||
| 15-Question Clarification 3.pdf | ||
| 2-A01D Addenda Checklist 0525.pdf | ||
| 5-S04 Terms Conditions 0525.pdf | ||
| 7-A01C Gen Quest 0525.pdf | ||
| 8-A03 HUB HSP.pdf | ||
| 11-A01B Exec of Offer 0725.pdf | ||
| 16-Question Clarification 4.pdf | ||
| 1-A06 PDAA.xlsx | XLSX spreadsheet | |
| 10-A05 TX-Ramp 08.pdf | ||
| 14-Question Clarification 2.pdf | ||
| 4-A01A General info 0525.pdf | ||
| 9-A02 - Sample Agreement.docx | DOCX document |
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